How do you document conference call outcomes?

1 Prepare before the call

One of the best ways to document conference call outcomes is to prepare before the call. This means having a clear agenda, setting the objectives and expectations of the call, and assigning roles and responsibilities to the participants. You should also have a template or a tool to capture the notes, such as a word processor, a spreadsheet, or a project management software. By preparing before the call, you will have a structure and a framework to document the outcomes efficiently and accurately.

2 Listen actively and ask questions

During the conference call, you should listen actively and ask questions to clarify and confirm the information. This will help you to document the outcomes correctly and avoid misunderstandings. You should also pay attention to the tone, mood, and feedback of the participants, as they can indicate their level of agreement, satisfaction, or concern. You can use verbal and non-verbal cues, such as paraphrasing, summarizing, and nodding, to show that you are listening and understanding. By listening actively and asking questions, you will document the outcomes comprehensively and respectfully.

3 Record the key points, decisions, and action items

As you listen and ask questions, you should record the key points, decisions, and action items of the conference call. These are the main outcomes that you need to document and communicate. The key points are the important information, facts, or data that are shared or discussed during the call. The decisions are the agreements, resolutions, or outcomes that are reached or made by the participants. The action items are the tasks, assignments, or deliverables that are assigned or agreed to by the participants. You should record these outcomes clearly, concisely, and objectively, using bullet points, numbers, or tables.

4 Review and summarize the outcomes

At the end of the conference call, you should review and summarize the outcomes that you have documented. This will help you to verify and validate the outcomes with the participants, as well as to highlight the main takeaways and next steps. You should also ask for feedback, questions, or comments from the participants, and address any issues or concerns that they may have. By reviewing and summarizing the outcomes, you will document the outcomes thoroughly and confidently.

5 Send a follow-up email

After the conference call, you should send a follow-up email to the participants, attaching or linking the document that contains the outcomes. This will help you to communicate and confirm the outcomes with the participants, as well as to remind them of their action items and deadlines. You should also thank them for their participation, cooperation, and contribution, and express your interest or availability for further communication or collaboration. By sending a follow-up email, you will document the outcomes politely and professionally.

6 Update and monitor the outcomes

Finally, you should update and monitor the outcomes that you have documented, as they may change or evolve over time. This means checking the status, progress, or completion of the action items, as well as reporting or sharing any updates, changes, or issues that may arise. You should also follow up with the participants regularly, either by phone, email, or another conference call, to ensure that they are on track, aligned, and accountable. By updating and monitoring the outcomes, you will document the outcomes consistently and effectively.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?